SayPro Human Capital Catering Management Procedure SayProP552

Document Code: SayProP552
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 03 July 2025
Next Review Date: 03 June 2026

Policy Owner: SayPro Chief Human Capital Officer SayProCHCR

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1. Purpose

This procedure establishes guidelines for the management of catering services within SayPro Human Capital to ensure quality, safety, and efficiency in food provision for events, meetings, and daily operations.

2. Scope

This procedure applies to all SayPro Human Capital Officers, Royal Directors, Deputy Chiefs, catering coordinators, vendors, and staff involved in the planning, procurement, and delivery of catering services.

3. Definitions

• Catering Services: Provision of food and beverages for SayPro events, meetings, or staff functions.
• Catering Coordinator: Officer responsible for organizing and managing catering arrangements.
• Vendor: External supplier contracted to provide catering services.
• Royal Director: Oversees compliance and quality assurance.
• Deputy Chief: Provides executive oversight and budget approval.

4. Objectives

• To ensure the provision of safe, nutritious, and high-quality catering services.
• To maintain compliance with health, safety, and procurement policies.
• To optimize cost-effectiveness and vendor performance.
• To support the smooth operation of SayPro events and functions.

5. Procedure

5.1 Planning and Request

• Identify catering needs based on event type, number of attendees, dietary requirements, and budget.
• Submit a Catering Request Form (SayProF552-01) to the Catering Coordinator at least [insert number] days before the event.
• Obtain approval from the relevant Royal Director or Deputy Chief.

5.2 Vendor Selection and Procurement

• Select vendors in accordance with SayPro Procurement Policy.
• Evaluate vendor capabilities, hygiene standards, and compliance certificates.
• Negotiate and finalize contracts or agreements.

5.3 Preparation and Delivery

• Confirm menu, quantities, and delivery times with the vendor.
• Ensure food is prepared and transported under safe and hygienic conditions.
• The Catering Coordinator or designated Officer shall oversee delivery and setup at the venue.

5.4 Service and Monitoring

• Monitor the quality, presentation, and service during the event.
• Address any issues promptly and report major concerns to the Royal Director.
• Ensure waste management practices are followed post-event.

5.5 Payment and Record Keeping

• Verify invoices against service delivery and contracts.
• Process payments following SayPro financial procedures.
• Maintain records of catering requests, approvals, contracts, and payments.

6. Roles and Responsibilities

Role	Responsibilities
Catering Coordinator	Manage catering requests, vendor liaison, and event oversight
Vendors	Provide food and services per agreement and standards
Royal Director	Approve catering plans and oversee compliance
Deputy Chief	Provide budget approval and executive oversight
Human Capital Officers	Assist in coordinating events and communicating needs

7. Forms and Templates

• Catering Request Form (SayProF552-01)
• Vendor Evaluation Checklist (SayProF552-02)
• Catering Service Feedback Form (SayProF552-03)
• Invoice Verification Template (SayProF552-04)

8. Compliance

• Adhere to all health, safety, and food handling regulations.
• Ensure transparency and fairness in vendor selection and procurement.
• Maintain confidentiality of sensitive event information.

9. Review

This procedure will be reviewed every six months or when necessary due to changes in operational or regulatory requirements.

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Approved By:
Neftaly Malatjie
Chief Executive Officer
SayPro